Agenda of Omokoroa Community Board Meeting

Omokoroa Community Board Meeting Agenda

4 February 2020

Western Bay of Plenty District Council

Minutes of Meeting No. OM1 of the

Omokoroa Community Board held on 19 November 2019

at the Omokoroa Community Church Hall

commencing at 7.00pm

Welcome

The Chairperson welcomed Mayor Garry Webber, attending members of the public and staff and Board Members to the first business meeting of the Omokoroa Community for the 2019-2022 Triennium.

Present

Members T Sage (Chairperson), P Presland (Deputy Chairperson), Councillors Grainger and Thwaites

Members elect J Evans, D Sage

In Attendance

J Pedersen (Group Manager People and Customer Services), A Hall (Roading Engineer West), L Arrowsmith (Governance Support Administrator) and A Alty (Senior Governance Advisor)

Declaration by Community Board Members John Evans and Derek Sage

Members J Evans and D Sage took their oaths and signed their declarations.

The making and attesting of the Declarations by Omokoroa Community Board Members Evans and D Sage were witnessed by Mayor Garry Webber.

Declarations of Interest

Members were reminded of the need to be vigilant and to stand aside from decision making when a conflict arises between their role as an elected representative and any private or other external interest that they may have.

Members were advised that if they had an interest (actual, potential, perceived, pecuniary or non pecuniary interest) in any item on the agenda, then they must declare this interest and refrain from discussing or voting on this item and are advised to withdraw from the meeting table for the item. (As per the Local Authorities (Members’ Interest) Act 1968)

There were no Declarations of Interest declared for items within this agenda.

Public Forum

Resolved: Member T Sage / Councillor Thwaites

THAT the meeting adjourn for the purpose of holding a public forum.

Congratulations to the Board

Jim Boyes extended congratulations to all Board members on the recent election results.

Parking outside the Omokoroa Point School on Hamurana Road

Mr Boyes expressed frustration that the berm outside the Omokoroa Point School was a constant mud area and improvements had been programmed for the past three years but nothing had been done.

The Roading Engineer (West) advised that the project had been approved and he would discuss commencement with contractors to get the proposed parking improvement work to be undertaken in the forthcoming summer school holidays.

Press Release from Ministry of Education – Two new schools for Omokoroa

Mayor Webber advised that four parcels of land had been purchased for an education facility that would accommodate both a primary and secondary school on a campus-like facility at Prole Road, Omokoroa.

Two parcels had been acquired from private land owners and two parcels of land were acquired from western Bay of Plenty District Council. The Education Minister advised “ these purchases are part of our comprehensive plan to support growth in the fast-growing Otumoetai catchment.”

Resolved: Councillor Grainger / Member Presland

THAT the meeting be re-convened in formal session at 7.11 pm

OM1.1

Presentations

The Board received the presentation from Western Bay of Plenty District Council staff and Tim Lander (LOAM Landscape Architects) on the Omokoroa Domain Playground Design.

The presenters provided an overview of the process undertaken to gather ideas in regard to the Omokoroa Domain Playground Upgrade. The group advised that school children from 5 local primary schools had been asked to have input on what they would like to see in a playground. The children put together an amazing array of ideas that were displayed at an interactive open day.

Options for the upgrade to the Omokoroa Domain Playground were now ready to go out to the wider public for consultation.

It was important that the children who contributed their ideas were informed about the ideas collected and how they had been used in the concept plan. Council staff would schedule a meeting at the main contributing primary schools to show the concept plan ideas. This should be undertaken before the end of the 2019 school year.

Board members were aware that the provision of shade needed to be accommodated into any future improvements to playgrounds.

In regard to the improvements of the overall Domain Area, parking had been considered and while there was no ideal solution at this time, options would be made available at peak holiday use periods.

The Roading Engineer (West) advised that he would check that the correct signage for parking areas in the Domain were installed.

It was important to acknowledge the playground upgrade was part of the wider upgrade of the overall Omokoroa Domain area.

Resolved: Members D Sage / Presland

THAT the presentation from WBOPDC staff and Tim Lander from LOAM Landscape Architects on the Omokoroa Domain Playground Design be received.

OM1.2

Minutes of Meeting No. OM-IN of the Omokoroa Community Board held on 7 November 2019

The Board considered the minutes of OM-IN of the Omokoroa Community Board held on 7 November 2019 as circulated with the agenda.

Resolved: Councillor Thwaites / Member Presland

THAT the minutes of meeting No. OM-IN of the Omokoroa Community Board held on 7 November 2019 as circulated with the agenda, be confirmed as a true and accurate record.

OM1.3

Chairperson’s Report

The Board considered a report from the Chairperson dated 12 November 2019 as circulated with the agenda.

OM1.3.1 Installation of BBQ on Western Avenue Sports Ground

Minute Reference OM22.4.3 30 July 2019

Advice was provided to the Board that the cost for a double plate BBQ with shelter over top would be in the order of $15,000 with an additional cost of up to $10,000 - $15,000 estimated for an electrical supply to the BBQ unit.

The Reserves and Facilities Officer had met with the Community Board Chairperson to identify the proposed siting of a BBQ on the Western Avenue Sports Reserve. Board members received copies of design styles and costs of BBQ’s.

It was resolved THAT the Omokoroa Community Board confirm the installation of a (Christie model) BBQ and a 4 pole shelter funded from the Omokoroa Community Board Reserves Fund. The cost of power for the BBQ unit would be advised as soon as possible and included in the final funding. The Board asked that the BBQ unit and shelter be installed as soon as possible.

In October 2019, the Reserves and Facilities and Assets Manager advised that the cost of the BBQ unit with a 4 post shelter would be $38,263 which is $8,263 over and above the original recommendation.

The previous Board Chairperson contacted Omokoroa Community Board Members and secured agreement to cover the extra costs in order to expedite the installation of the BBQ to ensure it is ready by Christmas.

During this interregnum period, under Delegated Authority the Chief Executive Officer, confirmed the agreement of the extra expenditure on the understanding that there was consensus from the Omokoroa Community Board to facilitate the ordering of the BBQ.

The Board was advised that the BBQ would be installed before Christmas and extended thanks to the previous Community Board for decisions made relating to this item.

Resolved: Councillor Grainger / Member D Sage

THAT the Omokoroa Community Board confirm the total expenditure of $38,263 for the installation of a BBQ on Western Avenue Sports Ground funded from the Omokoroa Community Board Reserve Account.

OM1.3.3 Western Avenue Sports Pavilion

The construction of the Western Avenue sports pavilion had commenced and excavation of the ground for the foundations was being undertaken.

OM13.4 Installation of Bike Racks Throughout Omokoroa

At the Omokoroa Community Board Meeting held on 18 June 2019, the Board suggested the following locations for the installation of bike racks:

- Cooney Reserve

- Park and Ride area at Prole Road

- Esplanade – Café – Playground area – Boat Club

- Western Avenue Sports Ground

- Settlers Hall

The Roading Engineer (West) advised that bike racks would be installed at:

Park and Ride area at Prole Road (in the near future)

Cooney Reserve (later in the year)

Esplanade – Café – Playground area – Boat Club (in hand with the upgrade of the Omokoroa Domain)

Western Avenue Sport Ground bike rack (on completion of the BBQ installation)

The Roading Engineer (West) advised that he was yet to talk to the Settlers Hall Committee about the placement of a bike rack in the immediate vicinity of the Hall and took the advice of the Board that a bike rack was urgently needed at this site.

The Roading Engineer (West) has advised that the cost of the bike racks to be installed will be covered by Councils operational budget. The installation of additional bike racks would be able to be notified as required in the future.

OM1.3.5 Precious Reserve

The Precious Reserve area was looking good with the raised ground level, which has been grassed. The area where the fill was being kept had been re-grassed.

OM1.3.6 Omokoroa Community Garden

Rick Peers from the Community Garden had extended his appreciation to the previous board members for approving the grant allocation to the garden group. The Community Garden Group was not fully funded and they had installed the first 20 beds. There was a working bee on the weekend of the 15^th November. They are now calling on community volunteers to join the garden group and become members. The Group was very pleased with the outcome so far and envisage that the Community Garden will become a very important hub for the community.

OM1.3.7 Omokoroa Anchor Stone

The Anchor Stone has been installed on the Omokoroa Domain reserve area and looks very impressive and is already a drawcard for visitors to the area.

OM1.3.8 Omokoroa Coastal Challenge

For the fifth year running the Omokoroa Coastal Challenge has been held, with 604 entries. The final amount raised was $10,000. Distribution of the funds were made as follows:

Awhina House $6,000

Omokoroa Community Garden $1,500

Omokoroa Sea Scouts $450

Omokoroa Community Patrol $1,500

Omokoroa Fire brigade $210

First responders $210

This was a huge success, and the event was getting bigger each year which is a credit to the Coastal Challenge group and such a benefit for Omokoroa.

OM1.3.9 Speed/Vehicle Access on Omokoroa Road

Members of the community had expressed concerns over the access points from The Doctors, the Indian Restaurant, the Liquor Store, Pizza Place and Fresh Choice retail businesses entrance and exit points onto Omokoroa Road.

There was a general opinion that it was unsafe and difficult to negotiate this piece of roading. Also, there is a concern about traffic speed in the area.

The Board asked what traffic calming/restrictions could be put in place to mitigate the concerns that had been raised.

The Roading Engineer (West) advised that as part of the Omokoroa Road rehabilitation work, the design of the entrance/exit commercial business area may be adjusted. There was some re-work of the entrance/exit areas that needed to be undertaken by the respective commercial property owners. He would refer the concerns of the Board to the Engineering and Special Projects Manager and request a report back to the Board.

Consideration of speed reducing calming measures needed to be considered. The installation of speed humps was not practical. It was suggested that NO RIGHT TURN signage be installed as required. It was also suggested that plastic stand posts (as installed along the centre line on State Highway 2) be installed to counter dangerous (and illegal) right hand turning from the supermarket exit on Omokoroa Road. The installation of the plastic posts may also have a speed reducing effect in the vicinity of the commercial development on Omokoroa Road.

The Board was advised that they would be able to make a submission to the forthcoming Speed Limit Bylaw Review.

OM1.3.10 Christmas Rubbish at Domain over the Christmas/New Year Holiday Period

A number of requests have been received to increase the rubbish collection around the domain over the Christmas New Year Period.

Staff advise that the level of service for litter collection in Omokoroa includes daily inspection during the period 23 December to 6 January. Staff will monitor the situation over this period. Member of the public are encouraged to report to Council (through the CCR Service Request System) any instances of excess rubbish that required collection from public reserves.

OM1.3.11 Toilet Block Cooney Reserve

The Board was advised that during the 2018/2028 Long Term Plan it was agreed to re-allocate funding previously identified for a toilet block at Cooney Reserve towards other projects within Omokoroa.

OM1.3.12 Anderley Avenue

A number of comments have been received relating to the resurfacing of Anderley Avenue, questioning why this was done and not Omokoroa Road.

Staff advise that the resurfacing of Anderley Avenue was undertaken as part of the general maintenance contract. Upgrade to Omokoroa Road was waiting for New Zealand Transport Agency business case approval.

OM1.3.13 Settlers Hall

Staff advised that Council was working with the Settlers Hall Committee to facilitate the sealing of the driveway and car parking area. The work would be funded from the Halls current balance in the Councils accounts.

OM1.3.14 Omokoroa and District Lions Club – Thanks for Funding Allocation for the Drinking Fountain

The Board received a letter of thanks from the Omokoroa and Districts Lions Club for grant funding assistance towards the installation of a new drinking fountain at the Western Avenue Sport Ground.

Resolved: Members Presland / D Sage

That the Chairperson’s Report to the Omokoroa Community Board for November 2019 be received.

OM1.4

Councillor’s Report

The Board considered a verbal report from the Councillor Grainger

Councillor Grainger advised that he was pleased to be appointed to the Board as a representing Western Bay of Plenty District Councillor. He noted that installation of seating throughout various points of Omokoroa was proceeding well. The purchase and installation of the seats had been funded by members of the public. As the seats were installed some members of the public were still expressing an interest in donating to this cause.

Resolved: Councillors Grainger / Thwaites

THAT the verbal report from Councillor Grainger be received.

OM1.5

Appointment of Omokoroa Community Board Members on Outside Bodies

The Board considered a report from the Senior Governance Advisor dated 8 November 2019 as circulated with the agenda.

Resolved: Members T Sage / D Sage

1. That the Senior Governance Advisor’s report dated 11 November 2019 and titled “Appointment of Omokoroa Community Board Members on Outside Bodies” be received.

2. That Omokoroa Community Board members be appointed to outside bodies as follows:

Omokoroa Community Policing Group Member Teresa Sage

Omokoroa District Sports and Recreation Society (Incorporated)

Member Peter Presland

Omokoroa Environmental Managers Incorporated

Member John Evans

Omokoroa Settlers’ Hall Committee Society (Incorporated)

Member Derek Sage

Western BOP Safer Communities Forum Member John Evans

OM1.6

Local Government New Zealand - Call For Nominations For The Election Of The New Zealand Community Boards' Executive Committee (NZCBEC)

The Board considered a report from the Senior Governance Advisor dated 19 November 2019 as circulated with the agenda.

Resolved: Members Presland / T Sage

That the report from the Senior Governance Advisor dated 11 November 2019 regarding Local Government NZ – Zone 2 representation be received.

OM1.7

Infrastructure Services Report Omokoroa – November 2019

The Board considered a report from Deputy Chief Executive dated 11 November 2019 as circulated with the agenda.

The Board received information on the following items:

OM1.7.1 CSZ - Construct Additional Bore

As the Central Water Supply zone continued to grow, largely due to the development in Omokoroa the zone requires additional storage and supply. To meet the additional demand another groundwater bore was currently being investigated near the Ohourere Water Treatment Plant.

Preliminary investigations had been completed such as geophysical studies and an exploratory bore leading to further understanding of the aquifer systems. Currently the project team have engaged a contractor to construct an exploratory bore with the anticipation to construct a future production well.

If the test results from the exploratory bore was successful the team would move quickly to install the production well and connect to the Ohourere Water Treatment Plant.

OM1.7.2 Omokoroa Rubbish Collection and Greenwaste

The Omokoroa Greenwaste drop-off would be closed on Wednesday, 25 December (Christmas Day) and Wednesday, 1 January 2020, (New Year’s Day). The Omokoroa Greenwaste drop-off would be open on the Saturdays after from 2pm to 4pm as per normal open hours. No other days for the drop-off are affected.

OM1.7.3 Kerbside Rubbish & Recycling Collections

Rubbish pick up would occur as per normal throughout the District but there would be no kerbside collections on Wednesday, 25 December 2019 and Wednesday, 1 January 2020. Affected areas in the District are Te Puna, Minden, Omokoroa & Kaimai. These areas would be serviced on the Saturday following. The Link to website for Waste Management Ltd with collection information can be found at

https://www.wastemanagement.co.nz/my-region/tauranga

Wheelie bins and bags were to be placed on the kerb by 7:30am for collection. Non collection of waste should to be reported to Waste Management Ltd directly.

OM1.7.4 Omokoroa Golf Course Bund

The full project had been tendered with the tender price approximately double current funding. Staging the project was currently being negotiated with the likely staging being:

· Stage One: Culvert structures and partial length bunding.

· Stage Two: Completion of bunding, planting and gravel surfacing.

The Board requested clarification of statement that the delineation of a temporary pathway / separation between the golf course users and walkway/cycleway users that would be managed with signage.

OM1.7.5 Omokoroa to Tauranga Cycleway

· Sections 1 to 8 (through to Plummers Point Road) have been completed, except for the planned loop around Mangawhai Pa.

· Proposed connection between Josephine Place/Bert-Wall Drive to boardwalk trail Section 2

· Council has advised that they had been negotiating for several years with the developer of the land at the end of Josephine Place to acquire a link to the Omokoroa to Tauranga cycle trail. The agreement to acquire the link and adjacent land has very recently been signed. Public access was not yet available. The timing for the construction of a linking walking/cycling trail was yet to be decided and is subject to funding.

· The Board was very pleased to hear of the progress relating to the proposed connection between Josephine Place to the Boardwalk Trail.

· OM1.7.6 Wairoa Bridge

· Brian Perry Civil had established their construction site at the Wairoa Bridge and completion of the proposed works was forecast for March 2020.

OM1.7.7 Omokoroa Roading Structure Plan - Catchment

The Project is going through the NZTA business case process. Until this is determined the physical project cannot commence.

OM1.7.8 Omokoroa Roading Structure Plan - Catchment Cycle and Walkways

Investigation into the bridge options for Omokoroa Road continues. The timing of two further bridges servicing development areas was being considered.

· OM1.7.9 LED Street Lighting Conversion – What has happened since October 2019

· Western Bay of Plenty District Council (WBOPDC) and WestLink have been in consultation with Tauranga City Council (TCC), PowerCo and Horizons to establish areas where further details will be required and the finished look of converted street lighting. Further consultation is required with Council to explore decorative street lights prior to any decision by staff being made. The standard “like for like” replacements begin early 2019 and works are predicted to go for approximately 12-18 months.

Resolved: Councillor Thwaites / Member D Sage

THAT the Deputy Chief Executive report dated 11 November 2019 and titled Infrastructure Services Report Omokoroa November 2019 be received.

OM10.8

Financial Report Omokoroa – September 2019

The Board considered a report from the Management Accountant dated 19 November 2019 as circulated with the agenda.

It was brought to the Board’s attention that the Community Board Reserve Account allocations approved at the Omokoroa Community Board Meeting OM20 (7 May 2019) as outlined below were not showing in the presented Financial Report – September 2019:

“THAT the projects as listed below be approved for construction funded from the Omokoroa Community Board Reserve Account:

*Community Board Reserve account*			163,221	Board reserve
Two Barbeques, Western Ave	1	25,000	(25,000)	Reserve
Develop passive reserve at Western Ave extn, paths and planting	2	45,000	(45,000)	Reserve
Bus shelters (two) [When Omokoroa Road rehabilitation is undertaken]	3	50,000	(50,000)	Reserve
*Total (est)*			*(120,000)*
Balance			43,221

Resolved: Members T Sage / D Sage

THAT the Management Accountant’s report dated 19 November 2019 and titled Financial Report Omokoroa - September 2019 be received subject to the updated reserve expenditure summary showing the approved expenditure (as at August 2019) being circulated to all Omokoroa Community Board members as soon as possible.

OM10.9

Draft 2020/21 Annual Operation Budget

The Board considered a report from Senior Governance Advisor dated 11 November 2019 as circulated with the agenda.

The Board requested a summary balance sheet of the expenditure for the 2018/19 Financial Year (ended 30 June 2019).

Resolved: Members T Sage / Presland

1. That the report from the Senior Governance Advisor dated 11 November 2019 and titled Draft 2020/2021 Annual Operating Budget be received subject:

2. That it be recommended to the Annual Plan and Long Term Plan Committee that the Omokoroa Community Board Draft 2020/2021 Annual Operating Budget be:

1. *Operating Costs*	2. *2020/21*	3.
4. *Conference/Training*	5. 2,500	6.
7. *Contingency*	8. 4,000	9.
*10.* *Grants*	11. 7,500	*12.*
*13.* *Mileage Allowance*	14. 1,500	*15.*
*16.* *Salaries*	17. Determined by Remuneration Authority
*18.* *Inter Department Charges*	19. Determined by Overhead Cost Allocation
*20.* *TOTAL OPERATING COST*	*21.*	*22.*

3. That this report relates to issues which are not considered significant in terms of Council’s Policy on Significance.

OM10.10

Council, Standing Committee and Community Board Meetings

The Board considered a schedule of meetings for the months of November and December 2019 as circulated with the agenda.

The Board was advised that there was an additional Council meeting to be held on Tuesday 17 December – immediately following the Annual Plan and Long Term Plan Committee Meeting.

Resolved: Members T Sage / P Presland

THAT the schedule of meetings for November and December 2019 be received.

The meeting concluded at 8.18 pm

_____________________________

T Sage

Chairperson

Omokoroa Community Board

_____________________________

Date

OM1

Omokoroa Community Board Meeting Agenda

4 February 2020

8.3 Adoption of Omokoroa Community Board Standing Orders 2020

File Number: A3670092

Author: Te Rina Ruru, Governance Advisor

Authoriser: Kirstie Elder, Governance Manager

Executive Summary

The Local Government Act 2002 requires Community Boards to adopt Standing Orders for the orderly conduct of their meetings.

Standing Orders must not contravene the Local Government Act 2002 (LGA 2002), the Local Government Official Information and Meetings Act 1987 (LGOIMA 1987) or any other Act. They define the rights of chairpersons, the participation of members in meetings and provide guidance on discretionary matters.

The purpose of this report is to enable the Omokoroa Community Board to adopt a new set of Standing Orders based on the recent Local Government New Zealand (LGNZ) 2019 review, that reflect legislative changes made since the 2016 Community Board Standing Orders were adopted.

Recommendation

1. That the Omokoroa Community Board receives the Adoption of Omokoroa Community Board Standing Orders 2020 report dated 3 February 2020.

2. That the report relates to an issue considered to be of low significance in terms of Council’s Significance and Engagement Policy.

3. That pursuant to Clause 27 of Schedule 7 of the Local Government Act 2002 the Omokoroa Community Board, by a vote in support of not less than 75% of members present, adopts the Draft Western Bay of Plenty District Council Community Board Standing Orders 2019 (Attachment 2) as its Standing Orders, with the following amendments:

(a)

(i) Include Standing Orders 13.7 to 13.16 relating to attending meetings by audio or audio visual link with the following amendment to Standing Order 13.7:

‘Provided the conditions in Standing Orders 13.11 and 13.12 are met, Members of the Local Authority and its Committees (and members of the public for the purpose of a deputation approved by the Chairperson), have the right to attend meetings by means of an electronic link in exceptional circumstances, unless they have been lawfully excluded’.

(ii) Delete Standing Orders 13.7 to 13.16 and make no provision for member participation via audio or audio-visual link.

(b)

Include Standing Order 19.3 as follows:

(i) Chairperson has a casting vote

‘The Chairperson or any other person presiding at a meeting has a deliberative vote and, in the case of an equality of votes, has a casting vote.’

(ii) Chairperson does not have a casting vote.

‘The Chairperson or any other person presiding at a meeting has a deliberative vote and, in the case of an equality of votes, does not have a casting vote.’

(c) Include Standing Order 22

i. Option A (formal); or

ii. Option B (medium); or

iii. Option C (informal)

as the default option for speaking and moving motions and amendments.

(d) Add to Standing Order 15 – Public Forums

‘Brief notes may be kept of matters raised in public forum. Matters for action will be referred through the service request system, while those requiring further investigation may be referred to the Chief Executive Officer for further report. If no resolution referring a request for further report is made, no further action will be taken on those matters which are not service requests.’

(e) That the Chief Executive be delegated authority to make minor editorial changes during compilation of the adopted Standing Orders, as required, such as numbering or spelling corrections.

Background

The current Omokoroa Community Board Standing Orders were adopted at the start of the 2016 – 2019 triennium and are based on the 2016 LGNZ Standing Orders template, with minor amendments. The current Standing Orders will remain in force until the Board decides to adopt a new version of Standing Orders. The amendment or adoption of new Standing Orders requires a vote of not less than 75% of the members present (Clause 27(3) Schedule 7 LGA 2002).

LGNZ have recently undertaken a review of the Standing Orders template in 2019. The main changes include improvements to the draft resolution for moving business into public excluded section (confidential), amendments made because of the Regulatory Systems Act 2018, and other changes to improve readability. The Draft Community Board Standing Orders 2020 in Attachment 2 include optional provisions. During the adoption process, the Community Board members must make a decision on which option to include in the final set of Standard Orders.

The proposed changes to the current 2016 Standing Orders are shown in red in Attachment 2. The LGNZ 2019 Guide to Standing Orders provides guidance on the application of Standing Orders (Attachment 1).

Western Bay of Plenty District Council recently adopted new Standing Orders, based on the LGNZ 2019 template. The Council Standing Orders include the provisions set out in sections 3(a)(i), (b)(i), c(ii) and (d) of the recommendation within this report (C19-1.1 Council 5 December 2019).

decisions required in adopting the new standing orders

Standing Order 13.7 – 13.16 – Option to hold meetings by audio and audio-visual link

The LGA 2002 allows members of a local authority or community board to participate in meetings by audio or audio visual means if they are not physically present (clause 25A Schedule 7 LGA 2002). There are a number of conditions around such participation, including the restriction on counting remote participants as part of the quorum, and a requirement that the Chairperson must ensure a number of conditions about the technology, accountability and accessibility are met. This provision is currently included in the 2016 WBOPDC Community Board Standing Orders. It is noted that during adoption of new Standing Orders in December 2019, Council amended the wording in Standing Order 13.7 by adding the words ‘in exceptional circumstances’. This wording has been highlighted in the report recommendation for the Board’s consideration.

Standing Order 19.3 - Option to allow for a Casting vote

The LGA 2002 allows Chairpersons to use a casting vote if the provision is included in the Standing Orders. The Draft Community Board Standing Orders 2020 (Attachment 2) include the provision of a casting vote, which can be used in the case of an equality of votes.

Community Board Members have the option to include or not include the ability for the Chairperson to have a casting vote (Standing Order 19.3). During the 2016-2019 triennium, three WBOPDC Community Boards adopted Standing Orders that provided for a Chairperson’s vote and two Community Boards did not include this provision. The current 2016 Waihi Community Board Standing Orders do not provide for the Chairperson to have a casting vote.

Standing Order 21 – Three Options for dealing with motions and amendments

The Draft Community Board Standing Orders 2020 (Attachment 2) provide three options for speaking to and moving motions and amendments.

Option A

Option A is the formal approach and limits the amount of times members can speak and move amendments, for example, only members who have not spoken to the original or substituted motion may move or second an amendment to it. The mover or seconder of an amendment (whether it is carried or lost) cannot move or second a subsequent amendment. This option has previously created concerns with the application of Standing Orders as Councils ran out of members able to move motions for decisions. (See Appendix 3 on page 69 of the Draft Community Board Standing Orders - Attachment 2).

Option B

Option B is less formal than Option A and is currently included in the WBOPDC Community Board Members’ Standing Orders. This allows members to speak to any amendment regardless of whether they have spoken to the motion or substituted motion. This option was recently adopted for Council’s Standing Orders. (See Appendix 4 on page 70 - Attachment 2).

Option C

Option C provides a further degree of flexibility by removing the limitations in Options A and B. (See Appendix 5 on page 71 - Attachment 2).

Other Matters for Consideration

Standing Order 15 – Public Forums

The LGNZ Standing Orders template do not address how issues raised within the public forum might be dealt with, apart from the clear direction that no resolutions may be passed on items raised through public forum.

The current 2016 Community Board Standing Orders address this issue by including the following provision:

· Brief notes may be kept of matters raised in public forum. Matters for action will be referred through the service request system, while those requiring further investigation may be referred to the Chief Executive Officer for further report. If no resolution referring a request for further report is made, no further action will be taken on those matters which are not service requests.

It is recommended that this provision remain in Standing Orders, to clarify the public forum process.

Significance and Engagement

Under the Significance and Engagement Policy this decision is considered to be of low significance because the adoption of Standing Orders is a legislative requirement that facilitates the orderly conduct of meetings of Council, its Committees and Community Boards.

Engagement, Consultation and Communication

Interested/Affected Parties

Completed/Planned

Engagement/Consultation/Communication

Council and Community Boards

All Community Board Members were provided with an opportunity to attend formal training on the use of Standing Orders during their post election induction programme. The 2020 Standing Orders will be made available to Community Board chairpersons on Stellar Library and a hard copy will be provided to all Community Board Members.

Tangata Whenua and General Public

A copy of the 2020 Standing Orders will be made available on Councils’ website for public information and reference.

Issues and Options Assessment

To adopt the Draft Community Board Standing Orders 2020
Reasons	Legislative or other reference
The Local Government Act 2002 requires that Community Boards adopt Standing Orders. The current 2016 Community Board Standing Orders are out of date due to legislative changes. LGNZ updated the Standing Orders template in 2019 to incorporate changes in legislation and reflect best practice. Council recently adopted new Standing Orders for Council and its Committees, based on the 2019 LGNZ Standing Orders template.	Section 54(2) Local Government Act 2002. Clause 27, Schedule 7 Local Government Act 2002
To retain or amend the existing Standing Orders
Reasons	Legislative or other reference
The current 2016 Community Board Standing Orders are based on the 2016 LGNZ version, which LGNZ reviewed in 2019. If the 2016 Standing Orders are retained or amended, they will be based on a different template than the Standing Orders adopted by Council in December 2019. This report recommends that the Omokoroa Community Board adopts updated Standing Orders, in keeping with LGNZ’s 2019 review and best practice guidelines.	Section 54(2) Local Government Act 2002. Clause 27, Schedule 7 Local Government Act 2002

Statutory Compliance

The Draft Community Board Standing Orders 2020 comply with the provisions of the Local Government Act 2002 and Local Government Official Information and Meetings Act 1987.

Funding/Budget Implications

No financial considerations. The LGNZ 2019 Standing Order template is provided without charge.

ATTACHMENTS

1. LGNZ 2019 Guide to Standing Orders ⇩

2. Western Bay of Plenty District Council Draft Community Board Standing Orders 2020 ⇩

Omokoroa Community Board Meeting Agenda

4 February 2020

8.4 Community Board Members' Code of Conduct 2020

File Number: A3670135

Author: Te Rina Ruru, Governance Advisor

Authoriser: Kirstie Elder, Governance Manager

Executive Summary

Council is required to adopt and have a Code of Conduct at all times (Clause 15 Schedule 7 Local Government Act 2002 (LGA 2002). The Code guides the manner in which members may conduct themselves whilst acting in their capacity as elected members.

The purpose of this report is to enable the Omokoroa Community Board to adopt a new Code of Conduct, based on the recent Local Government New Zealand (LGNZ) 2019 review and best practice.

Recommendation

1. That the Omokoroa Community Board receives the Community Board Members’ Code of Conduct 2020 report dated 3 February 2020.

2. That the report relates to an issue considered to be of low significance in terms of Council’s Significance and Engagement Policy.

3. That the Omokoroa Community Board:

a) adopts the 2019 LGNZ Code of Conduct for Community Boards template as the Western Bay of Plenty District Council Community Board Code of Conduct 2020, as set out in Attachment 2.

b) …………………………………………………

c) That the Chief Executive be delegated authority to make minor editorial changes to the Community Board Code of Conduct 2020, as required, such as numbering or spelling correction.

Background

The Local Government Act 2002 (LGA 2002) requires local authorities to have a Code of Conduct at all times (Clause 15 Schedule 7 LGA 2002). Community Boards are not legally required to adopt a Code of Conduct however it is considered best practice to adopt a Code of Conduct recommended by Council. The current Western Bay of Plenty District Council (WBOPDC) Community Board Code of Conduct was adopted in October 2013.

LGNZ have recently released the 2019 Code of Conduct template for Community Boards. The template includes the following changes:

· A clear complaints process, whereby the Chief Executive will forward, in the first instance, complaints to the Mayor (except where they may be a party to the complaint) in order to make it easier to address trivial and frivolous complaints;

· The addition of a section on social media and a streamlining of the media and social media section;

· Removal of the Sensitive Expenditure Policy; and

· Removal of the section on Support Services.

The LGNZ 2019 Code of Conduct provides a clearer explanation of the procedures based on good governance practice and improves the readability of the document. The LGNZ Code of Conduct Guide, LGNZ 2019 Code of Conduct template, and existing WBOPDC Community Board Code of Conduct 2013 are attached for the Board’s consideration.

Western Bay of Plenty District Council recently adopted a new Code of Conduct, based on the LGNZ 2019 Code of Conduct template (C19-1.1 Council 5 December 2019). The recommendation in this report is consistent with the Council’s decision.

Significance and Engagement

Under the Significance and Engagement Policy, this decision is considered to be of low significance because the adoption of a Code of Conduct is a matter of best practice and does not meet any thresholds of the Policy.

Engagement, Consultation and Communication

Interested/Affected Parties
Western Bay of Plenty District Council and its Community Boards.	All Community Board Members were given the opportunity to attend formal training on the Code of Conduct during the post triennial election. Information regarding the Code of Conduct is set out in LGNZ’s Good Governance Guide for Community Boards in the Elected Member Induction Pack 2019. A copy of the 2020 Community Board Code of Conduct will be made available to Community Board chairpersons on Stellar Library and a hard copy will be provided to all Community Board Members.
Tangata Whenua and General Public	A copy of the 2020 Community Board Code of Conduct will be made available on Council’s website for public information and reference.

Issues and Options Assessment

Option A To adopt the draft LGNZ Community Board Code of Conduct 2019 - 2022
	Legislative or other reference
The 2019 LGNZ Code of Conduct is based on best practice and provides clear procedures for dealing with any issues that arise relating to Community Board Members’ conduct.	The adoption of a Community Board Code of Conduct is not a statutory requirement, however it is best practice to adopt a Code of Conduct, that sets out the agreed values and expectations of conduct that apply while acting in the capacity of an elected member.
Option B To adopt the draft LGNZ Community Board Code of Conduct with amendments
	Legislative or other reference
The Community Board may adopt the 2019 LGNZ Code of Conduct template with amendments.	(as above)
Option C To retain or amend the existing Community Board Code of Conduct 2013 (Status quo).
	Legislative or other reference
The current Western Bay of Plenty District Council Community Board Code of Conduct was adopted in 2013. This report recommends that an updated Community Board Code of Conduct be adopted in keeping with the Code of Conduct adopted by Council on 5 December 2019 and based on LGNZ’s recent review and best practice guidelines.	(as above)

Statutory Compliance

The WBOPDC Draft Community Board Code of Conduct 2020 (Attachment 2) complies with legislation, including the Local Government Act 2002, Local Government Official Information and Meetings Act 1987 and Local Authorities (Members Interests) Act 1968.

Funding/Budget Implications

No financial considerations. The LGNZ 2019 Code of Conduct is provided without charge.

ATTACHMENTS

1. LGNZ Code of Conduct Guidelines ⇩

2. WBOPDC Draft Community Board Members' Code of Conduct 2020 ⇩

3. Current WBOPDC Community Board Members' Code of Conduct 2013 ⇩

Omokoroa Community Board Meeting Agenda

4 February 2020

8.5 Chairpersons Report - Omokoroa Community Board February 2020

File Number: A3669350

Author: Aileen Alty, Senior Governance Advisor

Authoriser: Kirstie Elder, Governance Manager

Recommendation

That Chairpersons Report for the Omokoroa Community Board for February 2020 be received.

CCTV Cameras at Omokoroa

Attached is correspondence from Mr Jim Boyes suggesting that CCTV cameras be installed at Omokoroa funded by a targeted rate. (Attachment 1)

Staff Comment:

The Policy Committee’s work programme currently includes the development of a CCTV policy, which recognises the need for clear ownership and operational models across the District. A discussion paper is due to be presented to Council detailing Council’s existing CCTV infrastructure, legislative context etc., and seek direction on creating a policy to manage Council’s future CCTV infrastructure.

It should be noted that due to the number of projects on the work programme, the Policy Committee may choose to delay the development of a CCTV policy, therefore Council cannot commit to any particular timeframe at this point.

RECOMMENDATION

THAT the Omokoroa Community Board receive the correspondence from Mr Boyes requesting consideration of CCTV at Omokoroa.

THAT matter lie on the table until such time as the proposed policy on CCTV the Omokoroa Community Board has been considered by Council.

VANDALISM

Sadly there has been a recent spate of vandalism in Omokoroa, this is not only costing the community financially to repair the damage but it is also potentially dangerous to the public by the nature of the damage inflicted.

At present it is being investigated on best methods of repairs and monitoring.

This links somewhat to another topic as we have had with respect to an enquiry from the public in regard to providing a satellite ambulance and police station. The community board will investigate if any plans exist and if not, what are the current statistics and are these viable options .

REQUEST FOR FACILITY FOR DUTY CONSTABLE AND/AMBULANCE FACILITIES FOR OMOKOROA

I have received the email below so have presented it to the board for thoughts and comments:

“Has discussion ever taken place during any previous Omokoroa Community Board Meetings with regard to request from NZ Police to have a small headquarters based in either Omokoroa or Te Puna and same with the St. John Ambulance.

What concerns me is that we average 30-35 mins. before an ambulance arrives to Te Puna, however, we are not complaining about the quality of the care when the staff arrive. Traffic is increasing and as we all know, the quicker one gets access to the Public Hospital, especially in event of heart conditions, the better the long-term prognosis.

Omokoroa is a satellite town and population between Te Puna-Whakamarama-Omokoroa is considerable. Is this something we should be pushing for.

Over Christmas certain ratepayers in my district did wonder if the Hospice could be base for ambulance for our two communities. There is also the former site where he Te Puna War Memorial Hall was located on the main highway – could this be used for a mini police station for our part of Tauranga. Would love your thoughts.”

CIVIL DEFENCE

Due to the recent fault in the system the Civil defence alarm was sounded. While this was a false alarm it has highlighted the community’s lack of understanding or response to a potentially life threatening situation. We need to investigate why there was such a lack of response from the community including the lack of audible clarity of the siren to some members of the community.

This brings us to question, where are we at with our civil defence plan here in Omokoroa.

COMMUNITY GARDEN

This is flourishing and producing for our community.

WESTERN AVENUE SPORTS PAVILION

The new Pavilion development is well underway.

PARKING BAYS

The parking bays outside Omokoroa Point School have been completed. It was noticed that there are cars presently parking incorrectly and these are cars potentially from neighbouring residences. How are we going to address when school starts for the parents to park up and drop of at the beginning and end of the school day? Does this require parking restrictions?

RAILWAY BRIDGE

It has come to the attention of the Board that the railway bridge remains to be a large concern for the public in regard to foot traffic access across it . The Community Board met in workshop and have noted that we had given the railway bridge the highest priority and as of yet have not seen evidence that this has progressed however this has created an opportunity to review and match this to design. Omokoroa’s main arterial road crossing the bridge should give strong consideration to pedestrian movement to both sides of the road and bridge.

OTHER COMMUNITY GROUPS

It has come to the Board’s attention there are many groups in the community that at present are not necessarily having significant representation.

It is our intention to find a way forward in how we engage the full community, this will include the silent ones, quiet ones and those who are too busy to participate due to no fault of their own.

COMMUNITY ART GROUP

The Community Art Group have contacted the Board and asked how they can have a closer working relationship. It has been decided as a Board that we will provided a representative of the Board to attend meeting enabling a closer working relationship. The Board member representative will be John Evans.

BBQ-WESTERN AVENUE

This is now finished and appears to be enjoyed by the community.

The Board would like an update from Council on all previous projects that were agreed on for the last community board.

SETTLERS HALL - REPORT SUPPLIED BY MEMBER DEREK SAGE

The large hall has just had a refurbishment of its floor with polyurethane coating. The demand is clearly increasing and even acknowledging the utility of the new pavilion the committee had indicated that they would be prepared to annex to their jurisdiction the old pavilion if the council would assist in bringing it up to standard through the necessary repairs, and assist in its funding the same way as the other 2 halls. Current demand is such that it has required a increase in the cleaning schedule. The committee regard the old pavilion as a potential 3^rd Hall to meet the demands of an ever increasing population growth and its associated demand for such facilities.

The committee are keen to meet with Council over the siting of the bike racks and also expressed concern over the rail bridge safety with regard to pedestrian traffic. They commented on the need for pedestrian access across both sides of the bridge because crossing from the other side of a busy road is difficult when the facility is so well utilised. They continue to be financially sound.

attachments

1. Letter from Jim Boyes ⇩

Omokoroa Community Board Meeting Agenda

4 February 2020

8.7 Omokoroa Community Board - Anzac Day Commemoration 2020

File Number: A3662998

Author: Aileen Alty, Senior Governance Advisor

Authoriser: Kirstie Elder, Governance Manager

Executive Summary

The Omokoroa Community Board is required to make a decision regarding attendance and presentation of a wreath at the Anzac Service at Omokoroa on Anzac Day Saturday 25 April 2020.

Recommendation

1. That the report from the Senior Governance Advisor dated 4 February 2020, titled Anzac Day Commemoration 2020 be received.

2. That the Omokoroa Community Board provide / do not provide a wreath for the ANZAC Day Service, to be paid from the Omokoroa Community Board Contingency Account (up to the value of $200).

3. That …………………… represents the Omokoroa Community Board at the ANZAC Day Service at Omokoroa on 25 April 2020.

Background

Community Boards have participated in Anzac Day Services in their respective areas in the past and so Community Board Chairpersons are requested to liaise with their elected members to co-ordinate their representatives to attend services across the Western Bay of Plenty District Council region on Saturday 25 April 2020.

Significance and Engagement

The Local Government Act 2002 requires a formal assessment of the significance of matters and decisions in this report against Council’s Significance and Engagement Policy. In making this formal assessment there is no intention to assess the importance of this item to individuals, groups, or agencies within the community and it is acknowledged that all reports have a high degree of importance to those affected by Council decisions.The Policy requires Council and its communities to identify the degree of significance attached to particular issues, proposals, assets, decisions, and activities.

In terms of the Significance and Engagement Policy this decision is considered to be of low significance because it does not meet the threshold of the significance policy.

Background

Significance and Engagement

In terms of the Significance and Engagement Policy this decision is considered to be of low significance because it does not meet the threshold of the significance policy.

Engagement, Consultation and Communication

Interested/Affected Parties

Completed/Planned

Engagement/Consultation/Communication

Omokoroa Anzac Commemoration Committee

Governance Services will inform the Omokoroa Anzac Commemoration Committee of the Omokoroa Community Board representatives attending the Omokoroa Anzac Services to be held on 25 April 2020.

General Public

No consultation is planned.

The report recommendation and Community Board decision are publicly available.

Issues and Options Assessment

Option A

To fund an Anzac Wreath

Assessment of advantages and disadvantages including impact on each of the four well-beings

· Economic

· Social

· Cultural

· Environmental

Costs (including present and future costs, direct, indirect and contingent costs).

Each Community Board has funded the cost of an Anzac Day wreath in previous years. The cost of a wreath is considered to be minor and provides economic, social, cultural support to the community for this event. The wreath will be prepared by local florists. There would be no environmental impact.

Option B

To not fund an Anzac Day Wreath

Assessment of advantages and disadvantages including impact on each of the four well-beings

· Economic

· Social

· Cultural

· Environmental

Costs (including present and future costs, direct, indirect and contingent costs).

The Community Board may choose to not fund an Anzac Day Wreath. This would not provide the same level of economic, social, cultural support to the community for this event. There would be no environmental impact.

Statutory Compliance

The Board has delegation to allocate funding from their Corporate Budget – Contingency Account.

Funding/Budget Implications

Budget Funding Information	Relevant Detail
Up to $200.00 allocated from the Board Contingency Account	The Funding of up to $200 for a wreath to be laid by Omokoroa Community Board Representatives on Anzac Day 2020will be allocated from the Board’s Contingency Account.

Omokoroa Community Board Meeting Agenda

4 February 2020

8.8 Infrastructure Services report Omokoroa February 2020

File Number: A3670867

Author: Gary Allis, Deputy Chief Executive

Authoriser: Gary Allis, Deputy Chief Executive

Executive Summary

This report provides specific information on Infrastructure activities of interest to the Board.

Recommendation

That the Deputy Chief Executive’s Report, dated 21 January 2020 and titled Infrastructure Services Report Omokoroa February 2020 be received.

1. roading

1.1 LED Lighting Conversion

What's Happened Prior to 17 Jan 2020

The LED lighting conversion will install a uniform lighting option throughout the District. WBOPDC and WestLink are consulting with TCC, PowerCo and Horizons to identify areas where there is bespoke lighting in some subdivisions. Once these areas are identified a report will be prepared for Council.

What's next from 17 Jan 2020

Identify all areas with bespoke lighting and prepare report for Council seeking direction.

1.2 Omokoroa Roading Account

Omokoroa Community Board Roading Current Account	Priority	Project Cost $	NZTA Funding MIP LC/LR $	Omokoroa Community Board $
CURRENT ACCOUNT:
Current Account Opening Balance 1 July 2019				313,050
Interest				17,218
Allocation for 2019/20				96,855
Subtotal				427,123
Completed Projects
Anchor Stone foundation (awaiting final costs)		12,000	-	12,000
Parking by Point School (up to approx. 83m down towards tennis courts)	Priority 2	135,000	-	135,000
Subtotal				147,000
Current Account Subtotal June 2020 before proposed projects expenditure				280,123
COMMITTED PROJECTS:
PROPOSED PROJECTS:	Priority
Western Avenue Carpark (2 bays)	Priority 1	65,000	-	65,000
Extra Parking - The Esplanade	Priority 3	20,000	-	20,000
Contribution to Golf Course Walkway - Precious Reserve	Priority 4	200,000	-	200,000
Contribution to Western Avenue Kayelene Place walkway to enable concrete surface	Priority 5	60,000	-	60,000
Subtotal		345,000		345,000
Forecasted Current Account Closing Balance 30 June 2020 (Deficit)				(64,877)

2. reserves

2.1 Omokoroa Sports Ground Development

What's happened prior to 17 Jan 2020

Water connection for new BBQ, otherwise nil expenditure but budget is part committed towards a sports pavilion and library development

What's next from 17 Jan 2020

Expenditure timing dependent on sports ground pavilion project development. Committed to building ablutions and shared pathway connections through reserve

2.2 Omokoroa Reserves - Projects

What's happened prior to 17 Jan 2020

Precious Reserve earthworks are completed.

An agreement has been reached with Omokoroa Golf Club for the golf course bund, culvert and walkway project to be constructed in stages.

What's next from 17 Jan 2020

Contract to construct an erosion protection bund along the Esplanade Reserve in front of Omokoroa golf course will be initiated in January 2020. The project is staged commencing at Precious Reserve. Stage 2 is subject to the club’s fundraising.

2.3 Omokoroa - General Reserve Projects

What's happened prior to 17 Jan 2020

Planting and tree work associated with the SHA Kaimai Views reserves and pond network.

What's next from 17 Jan 2020

Further planting to be established during the 4th quarter.

2.4 Omokoroa Domain - The Esplanade and Boat Ramp and Associated Facilities Project

What's happened prior to 17 Jan 2020

The draft playground Concept Design has been prepared and published for community feedback, which closes 31 January 2020.

What's next from 17 Jan 2020

The Concept Plan feedback will be consolidated and the plan finalised and funding requirements reviewed before submitting to Council for approval.

3. ASSETS & CAPITAL

3.1 Stormwater Network Upgrade

What's happened prior to 20 Jan 2020

Eastern Comprehensive Stormwater Consent Application - Application lodged in December 2018. Two submissions have been received. Currently working with submitters to resolve issues.

Central CSC: A pre-hearing with Te Puna Heartlands was conducted.

Eastern CSC: Discussions with the two submitters (BOPRC-RAD; R Bennett) were held.

What's next from 20 Jan 2020

Central CSC: The pre-hearing with Te Puna Heartlands is expected to be resolved, failing which a hearing will proceed potentially in March.

Eastern CSC: It is expected that a hearing will follow the discussions held with the two submitters potentially in February or March 2020.

3.2 CSZ - Construct Additional Bore

What's happened prior to 19 Dec 2019

As the Central Water Supply zone continues to grow in large due to the development in Omokoroa the zone requires additional storage and supply. To meet the additional demand another groundwater bore is currently being investigated near the Ohourere Water Treatment Plant.

Preliminary investigations have been completed such as geophysical studies and an exploratory bore leading to further understanding of the aquifer systems.

The exploratory bore has been completed and did not locate a good water source.

What's next from 19 Dec 2019

Review the geophysical studies and consider alternative bore sites.

4. UTILITIES

4.1 Omokoroa Wastewater

What's happened prior to 19 Jan 2020

Generally the wastewater system in Omokoroa is providing good levels of service with no issues to report.

The Main Pump station has had some maintenance work undertaken as required.

What's next from 19 Jan 2020

Ongoing general maintenance of pump stations and underground network including maintaining a watchful eye on infiltration points into the network.

4.2 District Solid Waste

What's happened prior to 17 Jan 2020

A concurrent procurement process with Tauranga City Council was undertaken by Council with the assistance of consultants, Morrison Low. The request for proposal (RFP) has been advertised on Tenderlink and selected suppliers are requested to tender for the proposed Kerbside collection services.

What's next from 17 Jan 2020

Suppliers tendering for the Kerbside collection services has until early March 2020 to submit their tenders. Council's evaluation team will then assess the tenders during March 2020. Costs for delivery of the service will be submitted to Elected Members for discussion in April 2020.

Since embarking on the investigation into the delivery of kerbside rubbish and recycling services several international and national changes have happened.

There is limited off shore markets for recycling commodities and an eminent change in national legislation regarding the increase, and possible extension of the levy to other landfills, for the Waste Levy with national government driving the circular economy for recycling. The impact of these changes will have an impact on the delivery of services and will be reflected in the market.

4.3 Omokoroa Greenwaste

What's happened prior to 17 Jan 2020

The temporary relocated Omokoroa Greenwaste Drop-off centre reopened to the public in early November 2019. The Omokoroa Lions volunteers staff the centre during opening hours on a Wednesdays and Saturdays.

What's next from 17 Jan 2020

An alternative permanent site is required for the development and re-establishment of the Omokoroa greenwaste drop-off centre as the original drop-off site was required for the development of the housing accord in Omokoroa (Kaimai Views subdivision).

5. STRATEGIC PROPERTY

5.1 New Omokoroa Service Centre

What's happened prior to 17 Jan 2020

Service Centre slab has been poured and building construction commencing

What's next from 17 Jan 2020

Identify all areas with bespoke lighting and prepare report for Council seeking direction.

6. ENGINEERING / SPECIAL PROJECTS

6.1 Omokoroa Roading Structure Plan - Southern Industrial Area

What's happened prior to 17 Jan 2020

Omokoroa Southern Industrial Road and Stormwater Pond: The design of both the industrial road the southern stormwater is well advanced. The landowner discussion are currently occurring. Once the land issues are sorted, the design and documentation will be finalized and the project tendered for construction work.

What's next from 17 Jan 2020

Omokoroa Southern Industrial Road and Stormwater Pond: Continue with securing land for the project, finalize the design and contract documentation and seek tenders for physical construction work.

Note that the project is subject to landowner agreement and may be deferred.

6.2 Omokoroa Roading Structure Plan - Catchment Cycle & Walkways

What's happened prior to 17 Jan 2020

Hamurana Road cycleway link: This new cycleway/walkway will link Kayelene Place and Western Avenue. It follows the unformed Hamurana Road route and will provide an important connection for the community. Tenders are currently being invited for the construction work and physical works expected to start in February and competed by the end of this financial year.

What's next from 17 Jan 2020

Hamurana Road cycleway link (Kayelene Place to Western Avenue): Evaluate tenders and award contract for the construction work to commence in February and to be completed by June this year.

6.3 Omokoroa Roading Structure Plan - Catchment

What's happened prior to 17 Jan 2020

Omokoroa Road Urbanisation (Western to Tralee Street): The New Zealand Transport Agency has agreed to jointly fund this project with Western Bay of Plenty District Council. The design and contract documentation for this project is currently being finalized and the project expected to be tendered for construction work in February/March this year. The construction is expected to start in April/May and continued over the 18 month period.

Western Avenue Urbanisation (Omokoroa to north of Gane Place): This project involves kerb and channelling from Omokoroa Road to just north of Gane Place. Contract documents are currently being prepared tendering for the design work. The design of the project is expected to be completed this year and construction next year.

What's next from 17 Jan 2020

Omokoroa Road Urbanisation (Western to Tralee Street): Community and public consultation to finalize the design and contract document. Seek tenders and appoint a physical works contractor to carryout the construction work commencing in April/May this year.

Western Avenue Urbanisation (Omokoroa to north of Gane Place): Complete the tender documents, seek tenders and appoint a consultant to do the investigation and design of the project.

7. MINISTRY OF BUSINESS, INNOVATION & EMPLOYMENT

7.1 Attachment A

The Chief Executive Officer received advice from the Ministry of Business, Innovation & Employment regarding Community Concerns with cell sites and new technologies.

ATTACHMENTS

1. Community Concerns with Cell Sites and New Technologies paper from MBIE ⇩

1. Omokoroa Community Board Meeting Agenda

2. 4 February 2020

Western Bay of Plenty District Council

Meeting Schedule 2020

Attachment 1

*Attachment 1 includes joint meetings administered by other authorities where meeting dates are known. Some venues for meetings proposed to be held in the community will be confirmed at a later date. Meetings that have a start time of 9.30am / 10.00am will start at one or the other depending on where the meeting is located (9.30am if in Chambers, 10.00am if in the community).

JANUARY 2020
Meeting	Date	Time	Venue
Auckland Anniversary Day - 27 January
FEBRUARY 2020
Meeting	Date	Time	Venue
Waihi Beach Community Board	3 February	6.30pm	Waihi Beach Community Centre
Performance and Monitoring Committee	4 February	9.30am	Chambers
Omokoroa Community Board	4 February	7.00pm	Omokoroa Community Church
Waitangi Day - 6 February
Tauranga Moana/ Te Arawa Ki Takutai Partnership Forum	10 February	10.00am	Chambers
District Plan Committee	11 February	9.00am	Chambers
Maketu Community Board	11 February	7.00pm	Maketu Community Centre
Katikati Community Board	12 February	7.00pm	The Centre. Pātuki Manawa
Te Puke Community Board	13 February	7.00pm	Te Puke Library and Service Centre
SmartGrowth Leadership Group	19 February	9.00am	BOPRC Tauranga
Regional Transport Committee	21 February	9.30am	BOPRC 5 Quay Street Whaktane
Annual Plan and Long Term Plan Committee	25 February	9.00am	Chambers
Council	27 February	9.30am	Chambers
Audit and Risk Committee	27 February	TBC	Chambers
Te Maru o Kaituna River Authority	28 February	10.30am	BOPRC Tauranga
MARCH 2020
Meeting	Date	Time	Venue
Regulatory Hearings Committee (if required)	3 March	9.30am	TBC
Regulatory Hearings Committee (if required)	4 March	9.30am	TBC
Kaimai Ward Forum	12 March	7.00pm	TBC
Performance and Monitoring Committee	17 March	9.30am	Chambers
Maketu/ Te-Puke Ward Forum	17 March	7.00pm	TBC
SmartGrowth Leadership Group	18 March	9.00am	BOPRC Tauranga
Katikati/Waihi Beach Ward Forum	19 March	7.00pm	TBC
Tauranga Moana Advisory Group	20 March	9.30am	TBC
Policy Committee	24 March	9.30am	Chambers
Civil Defence Emergency Management Group	27 March	10.00am	TBC
APRIL 2020
Meeting	Date	Time	Venue
Waihi Beach Community Board	6 April	6.30pm	Waihi Beach Community Centre
Omokoroa Community Board	7 April	7.00pm	Omokoroa Community Church
Tauranga Moana/ Te Arawa Ki Takutai Partnership Forum	8 April	10.00am	Chambers
Council	9 April	9.30am	Chambers
Good Friday - 10 April, and Easter Monday - 13 April
Maketu Community Board	14 April	7.00pm	Maketu Community Centre
SmartGrowth Leadership Group	15 April	9.00am	BOPRC Tauranga
Katikati Community Board	15 April	7.00pm	The Centre. Pātuki Manawa
Te Puke Community Board	16 April	7.00pm	Te Puke Library and Service Centre
District Plan Committee (if required)	21 April	9.30am	Chambers
District Plan Committee (if required)	22 April	9.30am	Chambers
ANZAC Day - 25 April (27 April)
Performance and Monitoring Committee	28 April	9.30am	Chambers

Chairperson	Teresa Sage
Deputy Chairperson	Peter Presland
Members	John Evans Derek Sage Councillor Murray Grainger Councillor Don Thwaites
Quorum	3
Frequency	Quarterly meetings / Workshops as required

	$
Omokoroa & District Lions Club grant	2,000
Total outstanding operational commitments	2,000

	$
2019/20 Opening Balance	245,941
No transactions to date	0
2019/20 Closing Balance	245,941

	$
Contribution towards the cost of the new sports pavilion on the Western Avenue sports ground [OM9.4.2]. $29,780 funded in 2016-18	(52,900)
Contribution towards the cost of a placement of an Anchor Stone sculpture next to Omokoroa Fisherman’s Club on the Esplanade [OM9.4.5]	(3,000)
Contribution towards the cost of amenity seating at various view points throughout Omokoroa [OM14.4.1]	(10,000)
Total expenditure for the installation of a BBQ on Western Avenue Sports Ground be funded from the Community Board Reserve Account [OM1.3.1]	(38,263)
Develop passive reserve at Western Ave extension, paths and plantings [OM1.8]	(45,000)
Bus shelters (two) [When Omokoroa Road rehabilitation is undertaken] [OM1.8]	(50,000)
2019/20 Closing Balance after committed expenditure	46,778

Operating Costs		2021
Conference / Training		2,500
Contingency		4,000
Grants		7,500
Mileage Allowance		1,500
Salaries		Determined by Remuneration Authority
		Determined by Overhead Cost Allocation
Inter Departmental Charges
TOTAL OPERATING COSTS